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Site Administrative Assistant

Requisition ID:

71751

Date:

Oct 13, 2025

Location:

St Petersburg, Florida, US

Department:

General Management

Description:

This is an onsite position requiring the team member to be onsite 5 days a week.

At West, we’re a dedicated team that is connected by a purpose to improve patient lives that has been at the center of our Company for more than a century. Our story began when Herman O. West solved the problem of supplying penicillin in mass quantities to the US Government during World War 2. Through our work to deliver thousands of life-saving and life-enhancing injectable medicines to millions of patients daily, West’s indelible mark on the healthcare industry has just begun. A name started our story. How will yours help write our future?

There’s no better place to join an inclusive community of professionals with opportunities for lifelong learning, growth and development. Supported by benefit programs, we empower the physical, mental, emotional and financial health of our team members and their families.

We believe in giving back to help those in need in the communities where we live and work. And are equally committed to creating a healthier environment and planet through our sustainability efforts.

Job Summary

This position is responsible for establishing and maintaining a presence in the reception area by receiving, directing, and assisting visitors in an efficient, professional manner. Receives medium volume of external calls and internal inquiries; directing them to appropriate stakeholder and providing general information and assistance to inquiries as needed. Register all visitors using the online visitor management system and ensure they adhere to the company’s safety and security standards. Manage site supplies, aid in making conference room reservations, implement employee events, assist with and or place catering orders, and provide any additional meeting support necessary for success. Provide comprehensive administrative support to Facility, Maintenance, and Site Management. Be highly organized with the ability to demonstrate keen attention to detail, adaptability, resourcefulness, and efficiency. Intermediate level MS Office skills required.

Essential Duties and Responsibilities

+ Demonstrate confidence, professionalism, responsiveness, and exceptional customer service to internal and external clients.

+ Execute opening and closing front desk procedures.

+ Ensure safety, security, and confidentiality is always held to the highest standard.

+ Process all visitors, vendors, and contractors via the building’s online visitor management system applying all company policies and procedures. Make sure the host meets their client in a prompt manner.

+ Answer facility main phone line, redirecting calls, and or taking detailed messages.

+ Administrative support to key stakeholder for Facilities, Maintenance, and SLT – attending meetings, taking minutes, action items, and follow up as needed. Site communications.

+ Performs administrative duties, such as filing, answering phone calls, IMs, emails in a timely manner.

+ Maintain break rooms and office supply inventories making purchases to keep minimum stock.

+ Re-stock supplies throughout the building/campus in kitchens, conference rooms, other storage areas.

+ Manage the organization and execution of company, plant, or department events, fundraising and employee engagement activities with HR and other stakeholders.

+ Assist with in-house meetings, conference room reservations as needed, catering, including set up and clean-up and other related activities.

+ Assist HR with new hire onboarding activities, first day activities, badging, etc.

+ Manage with Maintenance the site access security badge system.

+ Assist with supply chain/procurement processing requisitions, purchase orders, and reconciling invoices.

+ Partner with other West administrative personnel in US on projects, resources, and support.

+ Other duties as assigned.

Education

+ High School Diploma or equivalent required

+ Associate's Degree in office administration preferred

Preferred Knowledge, Skills and Abilities

+ 3+ years experience working in a customer service-oriented and or corporate business environment.

+ Displays customer service-oriented behavior and is responsive to customer needs in a polished manner.

+ Working knowledge of Microsoft products including but not limited to Outlook, Word, PowerPoint, and Excel.

+ Concur, SAP, and SharePoint knowledge a plus.

+ Demonstrates strong people skills with a cheerful attitude.

+ Strong ability to juggle and prioritize multiple tasks simultaneously.

+ Outstanding attention-to-detail and organizational skills

+ Ability to manage stressful situations with poise, understanding, and tact.

+ Exemplary use of judgment with a strong ability to maintain a high-level of confidentiality.

+ Exhibit regular, dependable, punctual, and predictable attendance.

+ Ability to work independently with minimal supervision. \#LI-AP1 #LI-ONSITE

Physical Requirements

Sedentary-Exerting up to 10lbs/4kgs of force occasionally, and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time.

Travel Requirements

None: No travel required

West embraces diversity and equality of opportunity. We foster an environment where all individuals are safe, treated fairly, valued and respected. We do not discriminate on the basis of race, religion, color, national origin, gender, sex, gender identity, sexual orientation, age, marital status, veteran status, disability status or other applicable legally protected characteristics. Where permitted by law, employment with West Pharmaceutical Services, Inc. or any of its subsidiary or affiliate companies, is contingent upon the satisfactory completion of post-offer background screening and/or drug screening.